Onsite Document Scanning Options
Onsite scanning requires a bit of planning for your office – here are a few things to consider in order to get it done effectively. First, evaluate everything you want to scan. Then decide if you want to keep the electronic copies of each document. Finally, determine who can see what the content of the document is. That will lead you to decide on whether or not you will send the scanned document somewhere outside of your office or have it scanned under your own supervision. From there, start research on the cost of getting the job done. Here is some information on the 2 options we provide in regards to scanning the documents in your office:
1. Full Onsite Document Scanning
IOT will provide personnel and equipment to scan. Depending on the size of the project and time frame that it needs to get completed will determine how many people we need to have involved to meet your needs. Space also plays roll in what we can do. However, at times it might limit to how many people can work on the project as well, that will also affect the duration of the project. In regard to pricing, this option is the more expensive one. The pricing includes equipment fees, administration fees.
2. Partial-Managed Onsite Document Scanning
IOT provides equipment and corresponding training on how to scan. Then you provide personnel (current or hire as needed). We can also provide a designated IOT staff member to come and check on the progress periodically. Our employee would check to ensure things are going smoothly – scanners are working properly, quality of scans, and that the performance of personnel to meet the deadlines.
Why not use a copier that we already have to scan?
Valid question – At times when a copier is on a lease and maintenance plan, there are charges involved with using the document scanner portion of the copier. That can incur additional costs with the copier company. At the same time there is disruption due to other employees needing to use the copier. Also, if your desk is a few cubicles away from the copier to see the quality of the scanned job, that will affect productivity. In conclusion, it is beneficial to rent the equipment.
In regard to personnel, this is where you can save some money. You might already have someone that can do this during their regular hours. It is up to you to specify how much time and what part of their regular day the scanning portion will occur. Also, keep in mind if you have a deadline for getting your documents converted into electronic form. You can hire a temporary employee, get them trained and keep them for as long as the project takes. With this option IOT can again provide a dedicated person to oversee the project to make sure everything is going according to schedule.
With scanner and equipment rental there is rent fee but also usage fee. With that you are covered for maintenance of scanner if needed.